Project Requirements Process R200

R200 - Agree Appropriate Processes

DEFINITION

Agree what work was necessary in the preparation of the client’s own definition of requirements to give a complete picture of the business, process and technical needs.

SUMMARY

There is a wide range of opinion concerning the needs for requirements to be defined and understood.  In some cases, managers may feel they can define their requirements in the simplest of language, for example “we need a new accounts payable system”.  In other cases, a detailed analysis of existing systems and examination of the needs for new systems might take in excess of a year.

This dramatic difference in time and effort may be partially justified by the circumstances.  Frequently, however, the appropriate levels of detail will not have been identified.  Where an organisation has an existing definition of requirements upon which they wish to base their selection and implementation project, it is recommended that these requirements are first validated to ensure they are appropriate.

Before expressing an opinion on the completeness and quality of the client organisation’s own definition of requirements or similar materials, it is necessary to agree with the client what work and methods were appropriate given their overall circumstances and needs.  For example, it should be agreed whether or not requirements need to be identified for interfacing to other systems, or whether it is appropriate to perform an external business review.  In this process the client organisation should agree what steps they should have taken to ensure a good standard of requirements.

Application Software Implementation path templates can be used for guidance as to good practices.

PATH PLANNING GUIDANCE

This process is normal practice.

DEPENDENCIES

Prerequisites (Finish-Start):

• (none)

Prerequisites (Finish-Finish):

• (none)

Dependent procedures (Finish-Finish):

• Agree appropriate deliverables (R210)
• Review client organisation’s statement of requirements (R220)

RECEIVABLES

• Client organisation’s work plan / evidence of work conducted

DELIVERABLES

• Findings included in Requirements Review report (RR) - see Process R220

TOOLS

• Application Software Implementation - Path Templates for Requirements - Full & Requirements - Catalogue

DETAILED DESCRIPTION OF TASKS

Standards and approaches

There are a hundred and one ways to skin a cat.  There is no reason why a client organisation’s own definition of requirements should match the processes and deliverables described in Application Software Implementation Procedures.  It should, however, meet the essential needs of the organisation and is, therefore, likely to require a similar overall approach.

Consultant standards and Application Software Implementation Procedures approaches should not be forced upon the client organisation.  However, where Consultant are to advise or assist the client organisation it is appropriate that Consultant should evaluate the suitability of the work performed to date.  This is to ensure that:

• it is fit for the client’s own purposes and
• it is suitable as an input to subsequent Application Software Implementation Procedures tasks.

There is no point in Consultant reviewing the requirements documentation unless the client organisation has agreed the standards that Consultant will apply.  This process is intended to secure agreement on the appropriate approach to defining requirements.

Approach

The project sponsor and other key managers should agree the necessary tasks involved in performing a requirements definition given their particular needs and circumstances.  This is best achieved in a simple meeting or workshop.

The Application Software Implementation Procedures path templates can be used as a guide to possible processes.  Refer to the “Requirements - Full” and “Requirements - Catalogue” templates.  These will itemise possible areas of investigation and analysis.  For each of these, discuss and agree whether it is relevant and necessary given the circumstances.  In general, the “Requirements - Full” path sets out a complete approach to requirements definition, whereas the “Requirements - Catalogue” path sets a minimum standard.  The Application Software Implementation Procedures path planning guidance may be used as a guide to which tasks are appropriate.

An agreed list of tasks should be produced.  This will define the areas of investigative work that Consultant will subsequently examine to see that they have been performed to an appropriate standard.  The list and other findings from this process would be reported in the Requirements Review report produced in Process R220.